Information Security Administrative Assistant
The candidate will be responsible for the administrative services, clerical support, and the overall day-to-day operations for the Office of Information Security (OIS) and its customers. Will be the initial point of contact for the physical Information Security Office as well as the initial point of communication for the Chief Information Security Officer (CISO). Screening and routing Information Security (IS) calls (minus the Information Security operations phone number/hotline) and visitors to appropriate persons and offices. Responsible for the daily operational functions of the IS front office including, but not limited to: copy machine maintenance, office supplies, shred bins, mail delivery, and hospitality. Assist with the coordination of Information Security leadership calendars and related scheduling. Work with other administrative and executive assistants to schedule meetings between IS leadership and other firm leadership personnel. Interface with the Finance and Administration team to coordinate travel for members of the IS team; via the State, Endowment and Information Resources’ travel guidelines. This process may include the purchasing of airfare, the booking of hotel reservations, coordinating employee reimbursement(s) and a variety of other travel related nuances. Advise and guide IS staff on the standard administrative procedures that exist at the University of Kansas Medical Center. Additionally, when appropriate, this individual will aid in educating student(s), faculty, staff, vendors and other parties on appropriate Information Security policies and procedures. Maintain and organize the IS conference room, the IS reception area and office supplies for the OIS. Order office supplies via Staples or other vendors as needed as a shopper through the KUMC Market Center. Includes receiving supplies in person and notifying the Finance and Administration team of receipt. Tasks related to office supplies, may include some lifting, up to 25 lbs. Notify or deliver goods to appropriate person(s) or storage areas, and follows up in a timely manner on backorders and purchasing issues.

Qualification and Experience

The candidate must have Associate’s degree or 4+ years of relevant experience in administrative and financial management. Should preferably have Bachelor’s degree in business administration, finance and accounting or related area. Paralegal certification is preferred. Experience working with complex schedules is required. Proficient in the Microsoft suite of products (including outlook, excel, word and access) is needed. Excellent communication, interpersonal, and organizational skills and the ability to work well under stress with defined time lines (adaptable) is must. Background in legal, compliance, information security or ethics is preferred. 1+ years of progressive work experience in information technology is desired. Related work experience in higher education or an academic health care organization is a plus. Knowledge of, and experience with, standards and regulations such as HIPAA, FERPA, GLBA, PCI DSS, etc is helpful. Experience with Peoplesoft Financials is preferred. Experience with Peoplesoft HR is a plus. Experience with Microsoft SharePoint and Microsoft Project is an asset.

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